Create and Manage Users

In order for your staff members to use NextRequest, an Admin must first add them as a user to your account or send them an invitation using the Invite User feature. You can also create accounts for requesters who visit your portal.

Important Notes

• Only Admins and department admins can access user settings, although department admins can only edit users in their own departments. Learn more about the User Roles & Access. 
• Publishers can create requester (guest) accounts directly from a request.
• Users are assigned to departments from the department settings page.

Create a User

1. Log into your account
2. Navigate to the Admin header and click Users in the drop-down
   
3. Click the Create User button
   
4. Complete the Account details
   
   
   • Name: Add the name of the user
   • Email (Required): Enter their email address
   • Title: Add their job title
   • Address, City, State, Zip: Enter the physical address of the user
   • Phone Number: Add a contact number for the user
   • Company: If needed, add the name of the company the user is part of
   • Role: Hover over the information icon (lowercase i in a black circle) for an explanation of the different roles. Most notifications will automatically be turned off for new Staff users but can be manually turned on. View more information about the User Roles. 
   • Add as support staff: Check the box to set the user as support staff to all requests in the portal
   • Hourly Rate: Set the user's rate in dollars per hour
     Note: This field will only be visible if you have purchased NextRequest's payment module.
   • Department: Assign the user to one or more departments
     • To make the user a department's Point of Contact or to assign them by default to all department requests, you will need to update the Department's Settings.
     • Department admins do not have the ability to assign new users to departments in this way. They have to edit their own department and add the user that way.
   • Out-of-Office Backup: Select a staff member to act as an out-of-office backup for the user. The backup will receive copies of all the users' NextRequest notifications between the specified dates. 
   • Permanent Backup: A permanent backup will receive copies of all the user's overdue and due soon notifications. 
5. Click the Save button
   
6. Click Send Invite next to the new user to prompt them to create their password and activate their account
   
   
   Note: Inviting a user does not confirm their account.

For information about how a user can activate their account and log in for the first time, review Signing in for the First Time.

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Invite a User

In addition to our standard way of creating users, you can also invite multiple users at a time to set up their accounts and passwords directly from an email notification. When you add an email address (or multiple) to the invite, you can assign the user(s) to a department and a specific user role.

1. Log into your account
2. Navigate to the Admin header and click Users in the drop-down
   
3. Click the Invite User button
   
4. Enter the Email Address of the user you want to invite and click Add Email
   
   
5. (Optional) Assign a user role and departments
   
6. Repeat steps 4 to 5 for each additional user you want to add
7. (Optional) Add a Personal Message that will accompany the email invitation
   
8. Click the Send Invites button once all your email addresses have been added
   
9. Click the Okay button to confirm
   
   
   Note: User accounts will remain "unconfirmed" until the user accepts the email invitation and creates their password. You can always resend the invite if the user doesn't receive the email for any reason.

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Edit a User Account

Review User Settings and Notifications for how to update your own user account.

1. Log into your account
2. Navigate to the Admin header and click Users in the drop-down
   
3. Find the user account you want to edit
   
   
   • If you want to edit a Requester account, check the box next to Show requesters
     
4. Click the Edit icon (pencil) next to the user account
   
5. Update the user's Account details
   
   
   • Name: Edit the name of the user
   • Email: Change the email address of the user
   • Title: The user's job title
   • Address, City, State, Zip: The physical address of the user
   • Phone Number: The contact number for the user
   • Company: If needed, add the name of the company the user is part of
   • Role: Hover over the information icon (lowercase i in a black circle) for an explanation of the different roles. Most notifications will automatically be turned off for new Staff users but can be manually turned on. View more information about the User Roles. 
   • Add as support staff: Check the box to set the user as support staff to all requests in the portal
   • Hourly Rate: Set the user's rate in dollars per hour
     Note: This field will only be visible if you have purchased NextRequest's payment module.
   • Department: Assign the user to one or more departments
     • To make the user a department's Point of Contact or to assign them by default to all department requests, you will need to update the Department's Settings.
     • Department admins do not have the ability to assign new users to departments in this way. They have to edit their own department and add the user that way.
   • Out-of-Office Backup: Select a staff member to act as an out-of-office backup for the user. The backup will receive copies of all the users' NextRequest notifications between the specified dates. 
   • Permanent Backup: A permanent backup will receive copies of all the user's overdue and due soon notifications. 
6. Set the user's Email Preferences
   
7. If needed, change the user's password
   
8. Click the Save button
   
   

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Deactivate a User Account

When a user account is deactivated it remains in the system and it is not possible to create a new user account for that email address. If you would like to create a new account that has the same email address as an existing account, you must first change the email address on the existing account before you deactivate it or you can reactivate the account.

If the user you deactivate is the Point of Contact for the system you will be prompted to select a different user to be the main Point of Contact. A new Department Point of Contact must be set for requests to automatically be assigned to the department.

1. Log into your account
2. Navigate to the Admin header and click Users in the drop-down
   
3. Click the Deactivate button next to the applicable user
   
4. Click the OK button on the pop-up that says Are you sure you want to deactivate [user's] account?
   
   

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Activate a Deactivated User Account

1. Log into your account
2. Navigate to the Admin header and click Users in the drop-down
   
3. Toggle on Show deactivated users
   
4. Click the Activate button next to the applicable user
   
5. Click the OK button on the pop-up that says Are you sure you want to activate [user's] account?
   
   

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Give a New User Access to Their Account

Once you've set up a new user account they will need to set a new password and confirm their email address. You can either send them an email invitation so that they can finish their account creation or send them the Set Up Password Instructions for how to log in for the first time.

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Troubleshooting

Email Address is Already in Use

If you are trying to add a new user and the system says the email address is in use but you don't see them in the user list typically they were either deactivated at some point or they were set up as a Guest user (Requester).

To locate and update the user, follow the Edit a User or Activate a Deactivated User Account instructions to find and update the requester or deactivated user accounts. 

Undeliverable Emails

When an email address is marked as undeliverable it means that the application was unable to successfully deliver an email to that address. This can happen for a variety of reasons, the most common are:

• A typo in the email
• The mailbox is full
• The email was marked as spam

If an email is marked as undeliverable try to send an email to the address outside of the portal. This will verify if the email address is valid. If you are able to successfully email the address please contact NextRequest Support and we can provide the error reason for the delivery failure and additional steps. If you are not able to successfully email the address you can change the user's email by following the instructions found in the Edit a User Account section.

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Supporting Articles

• User Roles and Access
• User Settings and Notifications